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TO: |
Mayor and Members of Council |
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FROM: |
Barbara M. Roth, Director, Recreation and Culture
Services |
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PREPARED BY: |
Glen Taylor, Manager, Community Centre Facilities |
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DATE OF MEETING: |
2004-Sep-14 |
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SUBJECT: |
Amendment to policy titled Community Service Groups
Criteria for Use of Town Facilities |
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RECOMMENDATION:
That the report Amendment
to policy titled Community Service Groups Criteria for Use of Town
Facilities be received;
And that the policy be amended to include the Poolside
Lounge at the Rouge River Community Centre as one of the meeting rooms
designated to be made available to Community Service Groups at no cost, subject
to the criteria approved by Council at its meeting held on June 23, 1998 (refer
to policy attached as Appendix A, with the change highlighted).
PURPOSE:
To
receive approval to update the list of meeting rooms available to Community
Service Groups at no cost, subject to the approved criteria.
To
respond to the request to provide councillors free use of meeting rooms in Town
facilities.
BACKGROUND:
Council at its meeting held
on June 23, 1998, approved that designated meeting rooms be made available to
Community Service Groups at no cost, subject to the approved criteria (refer to
Appendix A).
As the
Rouge River Community Centre is now fully operational and has a room that staff
feel is suitable to meet the needs of the Community Service Groups in the area,
it is recommending that the Poolside Lounge be added to the list of meeting
rooms available to Community Service Groups at no cost, based on the approved
criteria.
As
well, at its meeting held on
Members
of Council have a line account in their operating budgets to use at their
discretion, for facility rentals. They
also have use of rooms at the Civic Centre at no charge (i.e.: Canada Room, Council Chambers, Ontario Room, York Room).
The policy regarding free use
of meeting rooms is attached as Appendix A.
The addition of the Poolside Lounge at the Rouge River Community Centre
is highlighted.
OPTIONS/DISCUSSION:
Option 1
The preferred option is to
amend the policy to add the Poolside Lounge at the Rouge River Community Centre
as one of the rooms designated for use at no cost by Community Service Groups.
Option 2
The current practice is that Members
of Council can use meeting rooms at the Civic Centre at no charge or pay the
Community Service Group rate at other Town facilities. Should Council decide to revise the policy to
include Members of Council being able to utilize at no charge the designated
rooms at other Town facilities, then additional changes need to be made to the
policy.
These changes are highlighted
in the policy attached as Appendix B and include the addition of the Poolside
Lounge at the Rouge River Community Centre as one of the rooms designated for
use at no cost.
FINANCIAL CONSIDERATIONS:
In the 1998 report, it was
estimated that there would be a $1,200 loss in revenue in each facility. The addition of the Poolside Lounge at Rouge
River Community Centre potentially could cause additional loss in revenue.
The average cost per year for
a one-hour rental of the rooms designated to be made available, including the
Poolside Lounge at Rouge River Community Centre, is $17.71. If approval was given for Members of Council
to have two free uses of the designated rooms for a one-hour period each time,
the following is the potential revenue loss:
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Members of
Council |
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Uses Per Year |
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Average Hourly
Cost (CSG rate) |
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Potential Loss
of Revenue |
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13 |
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2 |
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$17.71 |
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$461 |
BUSINESS UNITS CONSULTED AND AFFECTED:
Finance
ATTACHMENTS:
APPENDIX A – Community Service Groups Criteria for Use of Town Facilities
Policy
APPENDIX B – Community Service Groups and Members of Council Criteria for Use
of Town Facilities Policy
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Barbara M. Roth, R.D.M.R. Director, Recreation and
Culture Services |
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Jim Sales Commissioner of Community
and Fire Services |
Q:\Recreation\FEES\FEE001\2004\Add RRCC Room.doc
